Our meetings used to run 2+ hours. When I became president, I set a goal for 45 minutes to 1 hour. More people tell me they are involved now because they don't feel their time is wasted.

We follow a set agenda:
1.Call to Order
2.Approval of Minutes
3.Approval of Treasurer's Report
4.Committee Reports
5.Old Business
6.New Business
7.Adjournment

Regarding motions: One person makes a motion, another makes a second, the president (or his/her designee) asks "all in favor?" then "opposed?" and the majority wins.

Regarding minutes: They can be approved "as presented" or "as corrected". After everyone reviews them I ask, "Does anyone have any questions or comments regarding the minutes?" Sometimes someone might correct a passage, another person may ask for clarification of a particular point. This takes about 5-10 minutes. Then I ask for a motion to approve them as presented or as corrected as the case may be, then for a second then 'all in favor?' and 'opposed?', declare them approved and move on.

Committee Reports should be just that, a report. This is not the time for chairmen to run their individual meetings. Allow a few minutes for questions and answers regarding activities but everything else should take place at their committee meetings.

Old Business catches up on things outside of committee work and ties up loose ends.

New Business is a time for people to offer up new ideas. I allow 5-10 minutes of discussion to see if there is interest. If there isn't, we decide against it. If there is, I direct the person down the right path and say 'We look forward to your report next month".

We have a lot of the 'before-the-meeting meetings' and 'after-the-meeting meetings' for those who hang around for that, but the actual meeting gets called to order on time, follows the agenda and ends within an hour.

I found two big time savers:

Minutes are sent out via email to voting members prior to the next meeting. Everyone reviews them and jots down any questions, comments or corrections and brings them to the meeting. It's crazy to spend the first 15 minutes of a meeting sitting around reading.

Agendas are set one week prior to the meeting. Any new business needs to be on the agenda by that time. Agendas are then sent via email for review so everyone knows what will be discussed and can prepare questions, comments, etc ahead of time.

Our June budget meeting is the one exception. We meet at a restaurant and plan to be there at least two hours. Prior to the meeting I remind everyone of available funds and ask them to bring their suggestions. We go around the table and each person states their ideas. Once everyone has had a chance to talk, we go back and select the items that fit our school and our budget and allocate accordingly.

When it comes to the motioning the minutes and someone questioned it. You would have to answer those questions. But I would be to the point and tell them it was already talked about at the last meeting or if something was stated wrong then make notes for your minutes and move on.

We have ours typed up and when the come to the meeting they sign in take a copy of the agenda, copy of the minutes. We ask all parents to review them while they are waiting.

As for calendar issues like someone said anything we do also has to be approved by the District which we tell the parents that those dates cannot be changed.

If topics come up that aren't PTO related we do the same as the previous person said. Just refer them to the principal, superintendent. etc. That happened at the beginning of our school year we changed companies for the school buses. We had tons of parents there. The principal stood up explained the situation that it wasnt PTO and what was going to happen. Half of the parents left becuase they got their answer.

I'll admit its tough standing in front of all those parents but I found if you don't show some kind of control. The parents will eat you alive and just keep hounding you with questions. At least in my experience. They have every right to ask them but you have to draw the line or it just eats up all the time.


Cindy

two hours...wow that is rough! We never go over a hour and that includes the time we use to do a team building game. Here are some things that I have found has helped me in the last four years as leader (wow four years starting my fifth!)

1-Make sure you have a clear agenda, check with your officers and principal to see if there are any problem areas or things you left off.

2-If a hot topic comes up don't be afraid to say we need time to research that, and table it. Make sure you can have your principal's backing on this.

3-If something non pto related becomes a topic just say "well maybe you should take that to site base, or maybe talk to the school office" Don't say no just point them in a direction they need to go. A pto meeting isn't the place to try to find out why your child got in trouble and the other child didnt.

4-if you have alot of upcoming events/projects don't be afraid to do written reports on your events you just did. Hand out those reports give them a minute or two, ask for feedback and then move on. Make sure to say if you have any other comments let me know.

5-make sure that you, your officers and principal talk between meetings, your principal may hold the key to some of the debates. There are guidelines, district policies, history that may help cut off some of those debates. Example someone wants to host an event on a different night yet your district says you need to do it on this night. Alot of our events are based on district schedules and it helps when it comes up to change something. Little things like that help alot.

6-Try a timer, if you seem to have alot of debate use a two minute timer that each speaker only gets that much time to start their side. This will work after people get use to it!

Good luck and stay focus!

I wish we had 1/2 an hour long meetings! That's never happened. Thank your for your suggestions. If you have new business...how do you not have you members ask questions right then and there?

Typically our prez asks for ?'s and comments after each topic, that's why are meetings are so long!! Everyone has a chance to voice their opionions.

So I'm standing up there, I annouce that we will be following the agenda and we will hold and questions and comments to the end of the meeting, is that right? So after the minutes are read, I then ask for motions but what if someone has a question about them? How can they make a motion if they haven't voiced their concerns?

I have the same set Meeting Agenda as "Serendipity" that keeps things moving along for us . We also do the same as the parents get the simple agenda and mine has notes plasted all over as to what I want to say about each specific thing. We also have a question and comments on the agenda that is held for the end and unless anything is being voted on thats when they can bring up there concerns.
If a certain topic is going to be lengthy I limit it to say 5-10 minutes that you will take note concerns or whatever. State that your limiting the time before the discussion even starts.
If someone speaks out of turn during your meeting just say we are holding all comments and discussions till the end so that the meeting can move more efficiently. And go on to your next topic or whatever you were speaking about.
I would state right away at the meeting that you will be following the agenda listed any other topics or comments should be saved till the end.

As for the budget which I think can be a HOT topic for any school. I would do the same limit the time. If there is specific area in the budget that comes up take notes and table it.

I know at our budget meeting one topic that came up was that we spent $50.00 on the teachers well it looked like the PTP was going hog wild on our teachers. BUT what it came down to was that for each teacher they had to use the funds for things for the classroom not just on whatever which is what the parents thought. NOW on the budget we list it as Educational Materials for classrooms it has never been an issue since that.
Do you have a lot of HOT topics for the budget maybe you need to group them or be more specifc on where its being spent?

Not sure if any of this helps but we have all been there. And just a note I've never had a meeting go over 1/2 hour. Well maybe the first one of the year but not by much.The parents at our school would NEVER stay 2 hours for a meeting.


Cindy

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We have a few select members that debate over everything!!!! Our meetings run so long that we never get through the entire agenda. What about when you present you proposed budget to the assembly? Do you allow debate on this or do you tell them that these are our suggestions and if they have questions/comments they need to take it up with next year's board members? Our nominations and proposed budget are not until June but I have to run that meeting to as I'm feeling in for the prez. Or do I let questions happen over the proposed budget for a specific period of time?